Operating Budget

The university’s fiscal year runs from July 1 to June 30 of the following year.

Each September the university submits an annual budget request to the legislature. When the legislature convenes in January, the Governor makes his/her budgetary recommendations for the fiscal year beginning in July. Throughout the spring, the legislature debates various plans and funding needs. The legislative portion is typically completed in May. Of key interest to the university are the amounts included in the appropriations bill for the University of Kansas and the Kansas Board of Regents.

During late spring the university prepares its recommended tuition rates for the upcoming academic year. These recommendations are taken to the Board of Regents for “first reading” in May and for final approval at the June board meeting.

With the expectation that tuition rates will be approved as proposed, the Budget Office works with the appropriate offices within the university community to create a budget for the upcoming year. Certain incremental pieces are associated with the tuition increases and the budget recommendations are collected in such a way that these components can be removed in the event the approved tuition rates differ from that which was proposed.

Information is taken from the budget file(s) and integrated into the Human Resources /  Payroll system – the critical pieces of information are 1) funding distribution of payroll costs for positions and pools and 2) pay-rates for faculty, unclassified staff,  university support staff.

Funding distribution is loaded into the payroll system mid-June. Information on pay rates is not loaded until the Board of Regents has approved the tuition increases and officially set the block-grant transfer.

The budget file is also the source of information for the opening entries into the KU financial system (FSKU) – the information for initial allocations and revenue estimates is loaded into both the organization and appropriation ledgers

Specific dates are not set in stone, however the budget cycle tends to be predictable. 
The key events typically occur in the time-frame shown below.

  1. January
    1. Legislature convenes
      1. Governor makes his/her state-of-the-state speech including budget recommendations for the upcoming fiscal year.
      2. Budget Office monitors legislation pertinent to the KU appropriations bill throughout the legislative session.
  2. February
    1. Budget Collection Process Phase I – BCP-I begins
      1. Budget Office works with fiscal officers / budgeteers within the various schools and vice provost’s offices.
      2. Units review the current pay rates for all budgeted positions to ensure that the budget amount is consistent with the rate of pay for the incumbent
      3. Funding source(s) verified during review.
    2. Update fee estimate (for tuition revenue) after the 20th day of classes – current fiscal year
  3. March
    1. BCP-I concludes – Budget Office reviews changes and reconciles the base upon which the next year’s operating budget will be constructed.
  4. April
    1. Provost makes preliminary Merit allocations to each unit
      1. Allocations are made based on the filled base of dollars within each area of responsibility
    2. Budget Collection Process Phase II – BCP-II begins
  5. May
    1. Legislative session concludes
    2. Information concerning GTA Fee Waivers entered into student system for Summer appointments
  6. June
    1. Board of Regents takes final action on Tuition rates for upcoming academic year.
      1. Update fee estimate (for tuition revenue) for the upcoming fiscal year
    2. Conclude BCP-II
      1. Balance each ARSP to the control total targets
      2. Print working budget
    3. Transmit new fiscal year pay rates to HRSA (HR/Payroll system)
    4. Transmit new fiscal year funding distributions to HRSA
    5. Provide Financial System (FSKU) with opening entries
      1. Allocation amounts for organization ledger 
      2. Allocation amounts for appropriation ledger 
      3. Initial revenue estimates for restricted use funds 
    6. Work with Comptroller’s Office to address Cash Management issues associated with the close of the fiscal year.
  7. July
    1. Preparation of Annual Budget Request begins
      1. Create interface file for state system (BMS)
    2. Information concerning GTA Fee Waivers entered into student system for Fall appointments
    3. Begin processing budget transfers
  8. August
    1. The state’s system to collection information for the Annual Budget Request opens for data entry
    2. Update fee estimate (for tuition revenue) based on actual collections in the preceding fiscal year – current fiscal year and upcoming fiscal year
  9. September
    1. Submit Annual Budget Request on September 15
    2. Update fee estimate (for tuition revenue) after the 20th day of classes – current fiscal year
  10. October
    1. Provide campus departments with Administrative Overhead (AOH) assessments based on revenue receipted in the previous fiscal year.
    2. Information concerning GTA Fee Waivers entered into student system for Spring appointments
  11. November
    1. State Budget Director recommendations are provided on November 10, or the closest work day to November 10.
  12. December
    1. Begin reconciliation of the base upon which the next year’s operating budget will be built
      1. Initiate preparation of the upcoming fiscal year budget
        1. “Roll” the current fiscal year prep file to the next year
          1. (e.g. use FY 2007 to create FY 2008)
        2. Ensure the proper control totals have been established
        3. Demographic update
    2. Second notice concerning amounts due – Administrative Overhead

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